Workplace Operations Coordinator

FocusKPI, Inc.; Mountain View (CA); On-site; USD 85,962,000 - 114,616,000; Full time

Job summary

FocusKPI, Inc. is seeking a Workplace Operations Coordinator to manage facilities, cafeteria, janitorial, breakroom services, and campus events at Mountain View, CA.

This on-site role supports vendor relationships, budget oversight, and policy updates for a high-tech SaaS environment. The position requires a minimum of 2 years in operations or facility management, strong communication skills, and an ability to oversee multiple service lines while coordinating with HR and finance teams.

Qualifications

• Minimum 2 years of experience in operations or facility management in a corporate environment.
• Education: High School Diploma or equivalent.
• Strong communication and vendor management capabilities.
• On-site availability for 5 days a week.

Responsibilities

• Vendor management including vendor agreements, renewals, terminations, and invoicing alignment with contracts.
• Cafeteria management involving contracts, schedules, subsidies, and food quality oversight.
• Janitorial service oversight with site inspections and maintenance coordination.
• Breakroom management including facilities, equipment, and service providers.
• Coordinate campus events from planning to execution and vendor support.

Skills

Communication skills

Vendor management

Attention to detail

Organizational skills

Problem-solving

On-site presence

Team coordination

Education

High School Diploma

Tools

Microsoft Office

ChatGPT

Gemini

Job description

FocusKPI is seeking aWorkplace Operations Coordinator/Workplace & Facilities Coordinatorto join one of our clients, a high-tech SaaS company.

Work Location: Mountain View, CA

Duration: 6-month contract with potential to extend depending on the candidate's performance; On-site role (5 days on-site)

Pay Range: $30/hr to $40/hr

Responsibilities

Vendor Management

• Manage service vendor agreements, including renewals and terminations for facility needs.
• Conduct quality control checks for each vendor under your responsibility.
• Perform RFP (Request for Proposal) and RFQ (Request for Quotation) processes as needed.
• Review invoices to ensure all services received and amounts billed align with contract terms.
• Handle vendor registrations and process purchase orders (POs) as required.
• Collaborate with the purchasing, finance, and legal teams to lead contract negotiations and approvals.
• Manage yearly budgets, maintain records, and analyze financial data.

Cafeteria Management

• Oversee cafeteria vendor contracts, including agreements, renewals, terminations, operations, invoices, subsidy policies, and food quality.

• Work with HR and Finance teams to establish and update company policies as needed.
• Plan and manage cafeteria and kitchen facility maintenance schedules, including equipment replacements.
• Assist senior planner to manage yearly budgets for cafeteria operations.
• Attend weekly cafeteria meetings to address operational concerns and improve service quality.

Janitorial Service

• Conduct regular site inspections to ensure cleanliness and maintenance standards are met.
• Coordinate with the janitorial team for repairs, refills, utility tasks, and other maintenance needs.

Breakroom management

• Inspect the employee breakroom area regularly and coordinate with the facility team for furniture layout, repairs, rearrangements, or other maintenance needs.
• Manage coffee and water service vendors, ensuring consistent and high-quality service.
• Oversee and maintain appliances and recreational supplies in the breakroom to ensure functionality and availability.

Event Coordination

• Plan campus-wide events for employee engagement, including budget approvals, planning, and execution.
• Manage event requests from across the campus, confirm details, and coordinate with vendors for support.
• Ensure proper setup and execution of events by collaborating with relevant teams.

VIP Suite Management and VIP Support

• Maintain inventory of VIP suite supplies and amenities to ensure availability for guests.
• Coordinate reservations, approvals, setups, and support (IT/Security/Facility) for VIP suite usage.

Administrative Tasks

• Manage and maintain office supplies, including inventory tracking and ordering.
• Monitor and respond to incoming requests via email and ticketing systems.
• Draft and distribute announcements for the Facilities team as needed.
• Update company guidelines managed by the team.

Experience & Qualifications

1. Minimum 2 Years ofProven experience in operations, facility management, food facility management, or a related field in a corporate environment. 4 -7 years of professional work experience overall.
2. Education:High School Diploma or equivalent
3. Excellent Communication Skills: Strong oral and written communication abilities to interact effectively with vendors, internal teams, and stakeholders.
4. Strong Vendor Management Experience: Demonstrated expertise in managing vendor relationships, contracts, and performance across various service areas.
5. Attention to Detail and Organizational Skills: High level of precision and organizational capability to manage contracts, budgets, and operational details efficiently.
6. Problem-Solving and Analytical Skills: Ability to identify issues, analyze data, and implement solutions to optimize vendor performance and operational efficiency.
7. Great Work Ethic: Commitment to delivering high-quality work and maintaining professionalism in all responsibilities.
8. On-Site Presence:Availability for 5 days on-site to oversee operations and ensure seamless coordination with teams and vendors.
9. Microsoft Suite,ChatGPT, Gemini,and any software in a corporate environment.

Thank you!

FocusKPI Hiring Team

Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practice and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.

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